Unit Secretary, ICU, St. Elizabeth's Medical Center, 24 Hours (Days)

I. Position Function:

Under the supervision of the Patient Care Director, the unit secretary will perform a variety of secretarial duties in support of the administrative and clinical functions on the unit to which he/she is assigned.

II. Job Relationships:

Supervised and/or reportable to the following, by job category:

- Patient Care Director

- His/her designee

Must be able to collaborate and effectively communicate with physicians, nurses and other health care professionals.

III. Authority:

To coordinate the shift activities of the unit as outlined below.

IV. A. Responsibilities/Essential Functions:

1.) "Provides superior customer service to internal and external clients, customers, and patients as referenced in the Service Excellence Standards."

COMMUNICATION:

- Serves as unit receptionist, greeting visitors and, when necessary, directing personnel to various locations.

- Checks unit and individual e-mail at least once a shift.

- Serves as a resource/preceptor to new unit secretaries and RNs regarding computer training needs/skills.

- Answers telephones using proper etiquette and relays messages/information as necessary.

- Pages Codes as directed using correct emergency number.

- Pages health care providers as directed.

- Serves as a communications liaison between unit and other departments.

- Serves as a communication liaison among patients, family members, doctors and nurses.

- Participates in staff meetings/conferences as appropriate. Attends monthly unit secretary meeting.

- Maintains a professional demeanor to patients, professional staff, co-workers, and maintains positive customer relations skills.

- Distributes mail.

- Arranges patient transport using the VIP system.

- Brings all sign-in sheets to staffing office daily.

ADMISSIONS:

- Assembles new admit packets and charts with forms printed to Blue Chip printer on admission.

- Obtains old medical records from the Medical Record Department as needed.

- Labels patients room according to unit protocol.

- Calls admitting with all new admits, transfers and room changes to the unit in a timely manner.

- Obtains HO assignments for all new admissions, transfers, and post them.

- Using the Blue Chip System, Forms are printed as needed: Patient ID bracelets, Patient labels, Face sheet, Physician orders, Multi-disciplinary Notes, Emergency Department forms, Med. sheets, Consult sheets, Consent forms and Kardex.

- Takes information on new admissions and transfers from the Admitting department and communicates this information to charge nurse.

- Makes sure patient teaching tools are at the bedside.

- Calls transport using the VIP system to send patient valuables (in a valuable envelope) to the cashier's office.

TRANSCRIPTION OF PHYSICIAN ORDERS:

- Transcribes physician's orders according to the nursing policy and procedure.

- Enter ordered diets into computer and notifies dietary office when the diet has been changed and also updates the changes in the computer.

- Coordinates the scheduling of tests, lab work and consults.

- Enters consults, labs, tests, diets into the computer.

MEDICAL RECORD:

- Files all paper work: Flow sheets, Medication sheets, Blood Bank Forms for patients who have had Transfusions, Radiology, MRI, CT, Operative Reports and EKGs.

- Maintains the patient's medical record assuring that forms are in the proper place under correct tab.

- Thins charts as needed and properly labels the thinned medical record using correct label.

- Checks all charts daily to make sure there is blank Physician Order sheets, blank Multi-disciplinary Progress Notes and Patient labels.

- Prepares pre-operative packets to be sent with patients going to the operating room.

- Initiates appropriate CareMap on each patient.

DISCHARGE:

- Immediately processes discharges in the computer.

- Prepares discharge medical records, including any thinned charts, and old records,

- Enters discharge date in census/log and informs Environmental Services.

- Sends Discharge Summary and Referral with patient upon discharge when appropriate.

- Books ambulance, Chair car, per request of Care Manager.

- Faxes documents to other hospitals or Facilities on discharge per Care Manager.

SUPPLIES:

- Maintains daily supply stock, including CSR, Patient Equipment, laundry and pharmacy departments.

- Communicates supply needs to Unit Coordinator. Orders supplies for immediate use as necessary.

- Calls CSR, Patient Equipment, Central Processing, Laundry as needed for supplies for immediate on in time use.

EQUIPMENT:

- Notifies the Help Desk with mal functioning computers.

- Notifies Maintenance any broken machines/ beds.

- Notifies the Operator problems with the telephones on the unit.

MISCELLANEOUS:

- Keeps informed of any changes in report procedures, as in death certificates, patient restraints, patients at risk for falls.

- Maintains census book accuracy during the shift with admissions, transfers, deaths and discharges.

- Maintains and updates Patient Assignment board.

- Keeps area of Nurses station neat and clutter free.

- Maintains unit assignment sheet on a daily basis and files in binder or unit for a period of 3 years.

- Prints all computer reports as necessary.

- Serves as unit's "Downtime Resource" for all staff.

- Orients new staff to DT procedures and DT packet.

- Assures that the Downtime packet is accessible and well stocked with requisition forms needed during any downtime period.

- Attends unit secretary monthly meetings.

B. Responsibilities/Non-Essential Functions:

Performs all other related or similar duties as requested or required by PCD or designee to facilitate patient care or unit function.

V. Reporting Requirements:

• Reports immediately to the PCD or designee any delays or difficulties in the delivery of services.
• Reports to the PCD or designee situations requiring his/her attention.

VI. Accountability:

• Shall be accountable for maintaining the confidentiality of patient-related data and information.
• Shall be accountable for abiding by all relevant hospital policies and procedures.
• Shall be responsible for observing all policies and procedures of the Nursing Division.
• Shall be responsible for maintaining professional and courteous behavior.

VII. Qualifications:

Minimum Education:

High School diploma or equivalent required.

Minimum Experience:

Hospital experience or Doctor's Office/medical experience necessary.

Minimum skills/abilities:

• Excellent telephone skills.
• Excellent interpersonal and communication skills.
• Refined organizational skills.
• Experience with Microsoft office, Meditech, and the Athena program preferred.
• Medical Terminology experience preferred.
• Ability to communicate verbally and in writing in English.
• Excellent customer relations skills.
• Ability to prioritize secretarial functions.

Certification/Licensure:

No certification/licensure required.

Training:

Training provided on unit with experienced unit secretary preceptor.

Session with Lead Unit Secretary/Unit Coordinator.

Special Qualifications:

Able to handle multiple tasks at one time.

Equal Opportunity Employer/Disabled/Veterans